— SECTION 6 — CUSTOMERS, LEGAL & COMMUNICATION —
The customer file that also keeps up with compliance obligations.
Consignor and buyer are often the same person. That is why auctionmanager maintains a single file — with all contracts, documents, bids, emails and supporting records. And with the checks required by the art market.
◆ 16 sections per person
◆ Duplicate assistant
◆ Anti-money laundering compliance
◆ Cultural property protection
◆ Resale right
◆ GoBD-compliant traceability
— THE CUSTOMER FILE —
One person, one file, all transactions.
People and companies linked
Contacts belong to the company, while the company retains its own terms — both can still be managed separately.
Duplicate assistant
Suggestions for merging, with a marker for deliberately ignored cases — so the same warning does not keep appearing indefinitely.
Freely definable person attributes
Collecting areas, interests, internal markers — maintained as structured master data, not as a notes field.
Marketing preferences and newsletters
Consent by topic and channel, documented in compliance with the GDPR.
— PAYMENTS & ACCOUNTING —
The bank statement handles the reconciliation.
Individual entries from the CAMT.053 file are matched to open documents using the invoice number — anything that does not match remains pending for manual clarification.
Anti-money laundering compliance
Customer assessment with categories and risk classification, ID documents and a complete history for each person. ID capture runs locally — without an AI service.
Cultural property protection (KGSG)
A ruleset evaluates objects and document lines. The result is visible on the object before the document is created.
Resale right
Artist master data and VG Bild-Kunst list, automatic identification of reportable sales, reporting as an export.
Traceability under GoBD
Nothing is physically deleted. Records are marked as deleted and remain preserved. Every change is written to the log — old value, new value, user and timestamp, searchable for every table. This means who changed what and when remains documented: exactly the traceability required by GoBD for tax-relevant records.
— FUNCTIONS IN DETAIL —
What this section includes.
CUSTOMERS & ADDRESSES
- People and companies linked to each other
- Person file with 16 sections — master data, attributes, email, addresses, channels, payment methods, tax, notes, company, bids and bidder numbers, files, contracts, documents, commissions, compliance, email history
- Freely definable person and object attributes
- Customer types with tax and document-related effects
- Duplicate assistant with merging and an ignore marker
- Communication channels per person
- Person lock
LEGAL & DOCUMENTATION
- Compliance and customer assessment with categories and documentation
- ID document capture exclusively local — identity data does not leave the installation
- Cultural property protection ruleset (KGSG) for objects and document lines
- Artist master data and VG Bild-Kunst artist list
- Resale right reporting as an export
- Change log for each record — old value, new value, user and timestamp, filterable and searchable by table
- No physical deletion — records are marked and remain preserved
- Traceability in accordance with GoBD for tax-relevant records
COMMUNICATION
- Email accounts and SMTP settings per tenant
- Inbox within the application, assigned to people and processes
- Email sending from every process, with multilingual templates
- Email history linked to person, bid and document
- Newsletter topics and subscriptions
- Catalogue distribution management — rule-based per customer and channel
— SPECIAL TAX CASES —
These are the cases where invoices otherwise fail.
One file per customer
Consignor and buyer are the same record.
Check before the document
The KGSG assessment is already available before the invoice is created.
Communication documented
Every email is linked to the process, not to an individual person’s inbox.
Margin scheme
Goods subject to the margin scheme are handled separately and are excluded from the distance-selling regime — the tax rate does not follow the destination country. Customer types also determine which notice appears on the document.
Next: automation and interfaces.
What can be automated — locally or via AI, depending on the sensitivity of the data.